ASHRAE Guideline 4 2019

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ASHRAE Guideline 4-2019 – Preparation of Operations and Maintenance Documentation for HVAC&R Systems

Published By	Publication Date	Number of Pages
ASHRAE	2019	30

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Description

ASHRAE Guideline 4 covers the format, content, delivery, and updating of operations and maintenance (O&M) documentation for HVAC&R systems.

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PDF Pages	PDF Title
3	CONTENTS
4	FOREWORD 1. PURPOSE 2. SCOPE 3. DEFINITIONS
5	4. IMPLEMENTATION 4.1 Use of the Guideline. Participants in the planning, design, construction, commissioning, operation, and maintenance activities should use this guideline to complete the following tasks: 4.2 Uses of O&M Documentation. O&M documentation, prepared in accordance with this guideline, can be used for the following commissioning and O&M related activities: 4.3 O&M Manual Media. Building Owners should specify in the Owner’s Project Requirements (OPR) that the O&M documentation be provided in electronic format and also printed and organized in binders. Contractor documentation requirements for the O&M …
6	Table 1 Development and Delivery of O&M Documentation 4.4 Process of O&M Manual Development and Delivery. To support the above uses effectively, the O&M information should be developed and made available to the Owner on a timely basis so that the Owner is able to assist in such processes as building con… 4.5 Revisions to and Upkeep of O&M Documentation. Every building/facility should task a company or individual to be responsible for O&M documentation. This needs to be complete before occupancy and operation and should be under revision control throu…
7	4.6 Restoration of O&M Documentation. Where the O&M documentation of an existing building is substantially out of date or incomplete, regular upkeep may no longer be an option. In such cases, the development of new O&M documents may be required. Deve… 5. O&M DOCUMENTATION LIBRARY 5.1 Planning and Design Phase. With respect to the O&M documentation, this document defines the scope of the O&M documentation and stipulates what is expected of the designer directly, what the designer should ask the Construction Team to deliver, an…
8	Table 2 Components of Documentation Library
9	5.2 Construction Documents. Refer to Informative Appendix A and/or ASHRAE Guideline 1.4 4 to see a sample format for construction documentation. 5.3 Operations Documents. It is important for the O&M Team to be familiar and current with all of the building systems documentation. This may be facilitated by use of good operations, maintenance, and systems manuals. Nevertheless, the O&M Team shou…
10	5.4 Maintenance Documents 6. REFERENCES
11	INFORMATIVE APPENDIX A: CONSTRUCTION DOCUMENTS A1. Team Members for the Operations and Maintenance Manual A1.1 General Management Plan. All members work together to fulfill their employment and contracted responsibilities and meet the objectives for assembly of the O&M manual. A1.2 General Descriptions of Roles. General descriptions of the commissioning roles are as follows. Participants will vary depending on the type and scope of the project and building operation.
12	A2. Documentation Process Table
13	Table A-1 Responsibilities for the Development, Updating, and Approval of Various Operations and Maintenance (O&M) Manuals and Systems Manuals
15	INFORMATIVE APPENDIX B: OPERATIONS MANUAL B1. Section 1, Building Function Table B-1 Example Operations Manual Table of Contents B2. Section 2, Building Description B3. Section 3, Operating Standards and Logs B4. Section 4, System Descriptions
16	B5. Section 5, Operating Routines and Procedures B6. Section 6, Seasonal Start-up and Shutdown B7. Section 7, Special Procedures B8. Section 8, Basic Troubleshooting B9. Section 9, Drawings/Sketches B10. Exhibit B1—System Description
17	Figure B-1 New collegiate institute, first floor, AH VS-5 system areas. Figure B-2 New collegiate institute, single-zone system schematic, AH VS-5 serving office. Table B-2 System Design Parameters
18	INFORMATIVE APPENDIX C: EMERGENCY PROCEDURES INFORMATION C-1. Example—Emergency Information, Fire Page 1 Table C-1 Example Emergency Information Document Table of Contents
19	Table C-2 Location of Equipment a
20	INFORMATIVE APPENDIX D: MAINTENANCE MANUAL D1. Equipment Data Sheet D2. Maintenance Program Information Requirements D3. Equipment Data Sheet Structure D3.1 Equipment Name. This field should be either the name of a piece of equipment that is installed in a system (pump, chiller, cooling tower, etc.) or the name of a packaged system (rooftop unit, heat pump, packaged-water chiller, etc.). D3.2 Designation. This field should be an assigned unique equipment number for each piece of equipment. D3.3 Location. This field should be a description of where the piece of equipment is located with an indication of how to gain access to the location. An example is “Basement, C Building, Room B1001, Sump at the Door.” D3.4 Associated System. This field should be the name and number of the system the piece of equipment serves, unless the piece of equipment is a package system. D3.5 Manufacturer, Model Number, and Serial Number. This field should provide specific information from the equipment nameplate. Changes such as revised operations and maintenance instructions require retrofit project documentation providing informat… D3.6 Vendor/Agent, Invoice or Purchase Order Number, and Purchase Order Date. This field should provide the specific information from the contractor or vendor’s files that is necessary to identify the order when obtaining information from the vendo…
21	Table D-1 Example Maintenance Manual Table of Contents D3.7 New or Rebuilt, Warranty Term. This field should provide information on the initial status of the equipment and the length and terms of the manufacturer’s or builder’s warranty. The new or rebuilt information fields may not be applicable to … D3.8 Installation, Operation, Maintenance (I/O/M) Instructions, Name and Number, and Date. This field should provide a listing of the manufacturer’s bulletins (contained in Part 1 of the maintenance manual) that apply to the equipment, giving the t… D3.9 I/O/M Instruction Video Available, Name and Number, and Source of Videos. This field provides information for the maintenance supervisor on the training aids that are available for the equipment item, the name and number of each video, and the s… D3.10 Spare/Repair Parts, Part Lists, Minimum Inventory Lists. This field should provide information about the applicable spare parts list and inventory list, including the designation and date of each list. For some equipment, this field should be m… D3.11 Preventive Maintenance Actions and Time Required. This field should provide, for each of the listed actions, the standard time allotment for each action. Where more than one technician category and skill level are required to perform the task, … D3.12 Scheduled Routine O&M Actions, and Time Required. This field should provide information on the labor requirements for each routine maintenance action for an equipment item for the maintenance supervisor to use in allocating manpower, planning s…
22	D3.13 Routine O&M Action Description, Skill Level, Tools, and Consumables. This field should provide a fairly detailed description of each action, giving the action name, the technician category and skill level, the special tools and appliances requi… D3.14 Maintenance History—List for Each Maintenance Action. This field should provide a means for obtaining feedback from the technician or technicians and include the date the data are recorded; the work order number; a description of the operatio… D4. Exhibit D1—Equipment Data Sheet Sample
24	INFORMATIVE APPENDIX E HVAC MAINTENANCE AND TEST REPORTS PART 1: GENERAL PART 2: MATERIALS
25	PART 3: EXECUTION
27	Table E-1 Attachment One: HVAC Preventative Maintenance Report

Additional information

Standard Title	ASHRAE Guideline 4-2019 – Preparation of Operations and Maintenance Documentation for HVAC&R Systems
Published Code	ASHRAE
Publication Date	2019
Pages Count	30

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